Associate Director Registration Operations

Associate Director Registration Operations

We are seeking an Associate Director Registration Operations who will work under the supervision of the Deputy Registrar/Director of Registration Operations and will lead a team of staff who are responsible for administering registration services for a group of schools at Johns Hopkins University (JHU). They will manage a team of direct reports who support student registration administration across the university and serve as a subject matter expert who will partner with other staff within the Student Enrollment and Account Management (SEAM) organization and across the university. They will also assist with other activities such as guiding students in the area of transcript requests, grades inquiries, monitoring various workflows and any other questions related to registration across the schools.

This person will be responsible for accuracy and quality control and will be expected to support the mission and the goals of the university by ensuring that all enrollment management activities are conducted in an efficient, accurate, and compliant manner. This role is a working supervisor, in addition to overseeing staff, this person will also process their own assigned set of enrollment transactions.

Management & Oversight

Specific Duties & Responsibilities:

• Manage a team of 3 direct reports, plus student workers potentially.
• Serve as subject matter expert/point person for registration-related questions from or communications to all stakeholders, in partnership with SEAM communications lead, The Office of the University Registrar and divisional registrar staff.
• Act as a knowledgeable source of information regarding the registration policies, procedures, rules, and regulations that affect their functional area and serve as a primary point person for the support services team within the SEAM organization.
• Enrollment Processing and Transactions: Responsible for administering and processing enrollment-related transactions for assigned divisions and facilitating interdivisional registration among the divisions of the university.
• Monitor and review student registrations including add/drops for credit courses, course changes/cancellations.
• Flag in correct rosters and grade systems as needed. Monitoring the checking of student eligibility for courses and availability of courses.
• Ensure appropriate coordination with divisional registrar staff, faculty, and departments for all divisions on all aspects of student enrollment, including status definitions and enrollment processing.
• Oversee the processing and tracking of student schedules to ensure time conflicts do not exist using reports, and assist, when needed, for schedule changes to courses.

Data And Reporting

• Manage the team’s data and enrollment reporting efforts, including generating/evaluating, and compiling data and preparing and distributing reports for the leadership team.
• Report on the SEAM metrics and create written/visual reports that are easily understood and digested by leadership and other relevant stakeholders.

Systems Management

• Using a continuous improvement mindset, suggest any enhancement/improvement to the student information systems to be considered collaboratively with the Office of the University Registrar and other stakeholders.
• Participate in testing phases of student information system (SIS) and other software as needed.

Process Oversight & Business Process Improvement

• Provide functional leadership to propose and advance processes, systems and reports that support a sophisticated data-driven environment with accurate and robust information to make school and university enrollment and financial decisions.
• Ensure that office and system processes and procedures are accurate (including in such tools as OnBase, SharePoint, etc.) and efficient.
• Provide ideas and recommendations to leadership as needed.
• Monitor the processing of Drop/Adds, course withdrawals, and other administrative actions.
• Monitor and observe processes and practices that actively safeguard student data (per the University’s FERPA policy).

Other

• Assist with other projects, e.g., registration, divisional events as needed, and other general office functions as assigned.
• Provide training to new staff members.
• This position offers the option to work remotely on occasion, but candidate must have the ability to participate in meetings, receive and make phone calls, conduct on campus workshops, provide in person and virtual support to the JHU student one-stop centers, and attend in person training and conferences as needed.

Minimum Qualifications (Mandatory)

• Bachelor’s Degree or equivalent.
• Four years of increasingly responsible student registration experience in a higher education setting required.
• Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the JHU equivalency formula.*
• JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience.  Additional related experience may substitute for the required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
• Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Preferred Qualifications

• Previous experience supervising registration staff.
• Maryland notary public commission or willingness to become a notary public is desirable.

Special Knowledge, Skills & Abilities

• Ability to maintain a positive attitude during stressful situations.
• Flexible, able to work well under pressure.
• Must be able to meet deadlines and multi-task.
• Well-developed interpersonal skills and ability to communicate effectively both orally and in writing Functional experience with Student Information Systems and Microsoft Office Suite of programs (Word, Excel, Access, SharePoint, etc.) is strongly preferred.
• Functional experience with OnBase or other document imaging software is strongly preferred. Knowledge of FERPA (Family Educational Rights and Privacy Act), and all laws, rules and regulations related to JHU policies is desired.
• Prior experience with JHU’s Student Information System (SIS) would be beneficial but not required.
• Strong planning and organizational skills, and ability to manage competing priorities and work independently.
• Demonstrated initiative, judgment, confidentiality, and discretion when dealing with sensitive issues.
• Accuracy and attention to detail in all aspects of the position.
• Ability to work collaboratively and effectively with all offices on and off campus, and with external contacts.
• Ability to analyze and resolve issues, including student data issues.
• Ability to collaborate and problem-solve regarding business process improvements and innovative solutions, and to oversee implementation of new solutions or systems.

Classified Title: Associate Director Registration Operations

Role/Level/Range: ACRP/04/ME

Starting Salary Range: Commensurate with experience

Employee group: Full Time

Schedule: M-F; 8:30 – 5:00 P.M

Exempt Status: Exempt

Location: Hybrid/Homewood Campus

Department name: Shared Services Organization (SSO)

Personnel area: University Student Services

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at [email protected]. For TTY users, call via Maryland Relay or dial 711.

Johns Hopkins has mandated COVID-19 and influenza vaccines, as applicable. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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Hybrid